Migrating to a new ERP is one of the most significant and strategic projects you can undertake. You're not just implementing software; you're building a new financial backbone for the company, designed for growth and efficiency. But as you focus on the core ERP, a critical ancillary system is often overlooked: expense management.
A legacy expense process that doesn't integrate with your new system can quickly undermine your entire project. Instead of streamlining operations, you end up creating new manual work, polluting your ERP with bad data, and frustrating employees. To ensure a successful ERP implementation, you need an expense management system that works with you, not against you.
How an Outdated Expense System Derails Your ERP Implementation
For many companies, the decision to switch ERPs is a direct response to outgrowing systems like QuickBooks Desktop. However, if your expense management tool can't keep up, it becomes a major bottleneck. This is a common trigger for seeking a new solution.
The Integration Nightmare
The most immediate problem is a lack of integration between your old expense tool and your new ERP. This forces your finance team into the exact manual data entry you're trying to eliminate, leading to errors, delays in financial reporting, and a frustrating start for your new system.
Controllers specifically look for expense management software that has proven, seamless integrations with platforms like Sage Intacct and NetSuite.
Dirty Data In, Dirty Data Out
A successful ERP relies on clean, accurate data. Manual expense processes are notoriously prone to errors. When employees have to code expenses against a lengthy list of cost codes that are simply numbers with no accompanying descriptions, mistakes are inevitable.
Migrating this inaccurate and incomplete expense data pollutes your new ERP from day one, leading to inaccurate project accounting and undermining the integrity of your financial reporting.
Employee Friction and Low Adoption
An ERP migration is already a significant change for your entire team. Forcing them to use a clunky or overly complicated expense tool at the same time is a recipe for low adoption and user frustration. If employees don't use the system, your finance team is right back to chasing receipts manually, defeating the purpose of the new system entirely.
Industry-Specific Hurdles in ERP and Expense Management
Construction
Construction firms rely heavily on their ERP for accurate job costing. An unintegrated expense system creates a critical data lag, preventing real-time cost tracking and leading to potential budget overruns. Most firms in this sector have a well-equipped ERP but often lack a modern, integrated expense management system.
Mid-Market Companies
These companies are most likely to switch ERPs, often transitioning from QuickBooks to more robust systems, such as NetSuite or Sage Intacct, to handle their growth. For them, finding an expense management solution with a proven, direct integration is a top priority.
Non-Profit
When a non-profit invests in a new ERP, the primary goals are often to improve financial transparency and streamline grant reporting. A disconnected expense management system jeopardizes these goals by forcing manual data transfers, which can introduce errors into fund accounting and delay the reports needed to maintain donor trust and compliance.
IT & Tech
Fast-scaling tech companies frequently upgrade their ERP to manage complex revenue streams and global operations. For them, efficiency is key. An expense tool that doesn't sync automatically means the finance team has to manually enter a high volume of recurring software subscriptions and travel expenses, creating a significant productivity drain that a company in a fast-paced industry cannot afford.
How Fyle Ensures a Smooth Transition
Fyle is designed to integrate perfectly into a modern financial tech stack, ensuring your expense data enhances, rather than complicates, your new ERP.
Seamless, 2-Way Integrations
Fyle offers deep, customizable, and no-code integrations with the most trusted names in accounting, including QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, and NetSuite. We automatically import your data—including employees, projects, GL codes, and departments—and export fully coded expenses as bills, journal entries, or credit card charges.
This direct sync eliminates the need for manual data entry, ensuring a smooth and accurate flow of information into your new ERP.
Ensure Clean Data with Real-Time Capture
With Fyle's real-time feeds for Visa and Mastercard, transaction data is entered into the system almost instantly. When the card is swiped, the transaction data is instantly entered into the system, ensuring clean data.
Our user-friendly submission options—like replying to an SMS with a receipt photo or forwarding an email from Outlook—make it effortless for employees to capture expenses and receipts on the spot. This ensures that the data flowing into your new ERP is complete, accurate, and timely from the outset.
A User-Friendly Experience Your Team Will Adopt
We understand that technology is only effective if people use it. Fyle's intuitive interface is designed for ease of use and high employee adoption. By providing a simple and fast experience for employees, Fyle reduces the change management burden on your company, allowing everyone to focus on a successful ERP transition.
Make Your ERP Switch a True Success
An ERP migration is a powerful step toward a more efficient and scalable future. Don't let your expense management process become a roadblock. By choosing a system with deep integrations, real-time data capture, and a user-friendly design, you can ensure your expense data is an asset to your new ERP, not a liability.
Schedule a demo today to learn how Fyle can support your ERP transition and streamline your financial operations from day one.
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